TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:May 21, 2024
SUBJECT: Purchase of Vehicles
RECOMMENDATION:
1. Approve “piggyback” purchase of one Ford F-350 Stake Bed Truck and one Ford F-450 Stake Bed Truck from Rush Truck Center (Whittier, CA) through BuyBoard Contract #724-23 for replacement of assets #5630-265 and #5610-318 for a total cost of $155,328.17.
2. Authorize expenditure in the amount of $155,328.17 as follows: $76,566.38 from A/C #001-5630-632-8400 (General Fund - Landscape Equipment Over $5,000) partially offset in the amount of $38,877.00 from A/C #001-5630-632-8900 (General Fund - Landscape Fixed Asset Replacement); and $78,761.79 from A/C #001-5610-631-8400 (General Fund - Street Equipment Over $5,000) partially offset in the amount of $19,476.00 from A/C #001-5610-631-8900 (General Fund - Street Fixed Asset Replacement)
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. The vehicle purchases in the total amount of $155,328.17 are included in the Adopted FY 2023-24 General Fund Budget. The two vehicle purchases will be partially offset in the amount of $58,353.00 in fixed asset replacement funds.
BACKGROUND:
The Public Works Department provides regular maintenance and repairs to the City’s infrastructure and requires certain essential vehicles and equipment to
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5 conduct these services. These vehicles and related equipment are necessary for various types of operations and repairs, including routine or emergency maintenance of water or wastewater lines, streets, sidewalks, and City-maintained landscapes.
As part of the replacement evaluation process, staff examines vehicles and equipment after 10 years of service or 100,000 miles, considering hours or miles of use, mechanical condition, continued safe operation, functionality requirements, adherence to state emission rules, and the California Advanced Clean Fleets (ACF) Regulation requirements. Once the vehicles and/or equipment are confirmed to meet the mechanical criteria for replacement and/or adherence to state emission rules and regulations, staff also evaluates the continued business need for the assets.
Based on this evaluation process, staff confirms that the two assets listed below are still needed to provide City services and are recommended for replacement.
DPW
Division Asset Year Existing
Make/Model
Current
Miles
Replacement
Make/Model
Landscape 5630-265 2012 GMC
3500HD 140,279 Ford F-350
Stake Body
Streets 5610-318* 2004 Ford F-350 177,393 Ford F-450
Stake Body
*Asset #5610-318 model is being upgraded from a F-350 to an F-450 due to a change in operational needs. The F-450 offers a larger 12-foot bed and an enhanced rear payload to improve towing capacity and braking power.
Per current California Air Resources Board (CARB) regulations, all diesel-fueled buses and trucks weighing over 14,000 pounds with engines manufactured in 2009 or earlier must be replaced or repowered with clean diesel-fueled models in order to avoid Department of Motor Vehicle registration denial and penalties. In addition, as of January 1, 2024, the ACF regulation took effect which set CARB rules and standards in place to promote the adoption of zero-emission vehicles (ZEV) in the state. The ACF has certain requirements for state and local government agency fleets which include the following schedule:
1. Between 2024 and 2026, 50 percent of medium and heavy-duty vehicles weighing 8,500 pounds or more being acquired by state or local governments must be ZEV each calendar year, although some exemptions apply.
2. In 2027, the requirement increases to 100 percent of new purchases in these vehicle categories, although some exemptions apply.
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5 3. Beginning with the 2036 model year, all vehicles 8,500 pounds or more, that are produced and delivered for sale in California must be ZEVs. Some exemptions apply.
This schedule is known as the ZEV Purchase Schedule. State or local government fleets can elect to pursue an alternate method of compliance, called the ZEV Milestones Option. This method requires state and local government fleets to meet milestone target percentage rates of fleet vehicles over 8,500 pounds in operation to be ZEVs between 2024 and 2042, ending in 100 percent ZEVs by or before 2042. The milestones and associated due dates vary based on the type of vehicle.
State or local government fleets can “opt-in” to the ZEV Milestones Option any time before January 1, 2030. If they do not choose the ZEV Milestone Option, fleet purchases must comply with the ZEV Purchase Schedule. Staff is currently evaluating both options. At this time, the City’s fleet falls under the ZEV Purchase Schedule by default.
DISCUSSION/ANALYSIS:
Thus far in calendar year 2024, City Council approved the purchase of ten vehicles applicable to the ACF regulation. Of those ten vehicles, six were purchased as ZEVs, and four were purchased as internal combustion engines (ICEs) currently exempt from the ZEV purchase requirements due to their vehicle configuration.
The current proposed purchase of two ICE vehicles is applicable to the ACF regulation based on their gross vehicle weight of 8,500 pounds or greater.
However, they are also exempt from the ZEV purchase requirement due to their vehicle configuration. Consequently, the City will remain in full compliance with the ZEV Purchase Schedule this year.
2024 Vehicle Purchases Applicable to ACF Regulation
(8,500 lbs. or Greater)
Configuration StatusQuantity
Exempt Not Exempt
Authorized ZEV Vehicle Purchases 6 n/a n/a
Authorized ICE Vehicle Purchases 4 4
Proposed ICE Vehicle Purchases 2 2
Pursuant to Thousand Oaks Municipal Code Section 3-10.203(b), the City may “piggyback” onto, or join an existing written purchase contract obtained through a competitive bidding process prepared and awarded by another local, state, or federal government agency. The City partners with BuyBoard, which provides public sector procurement services nationwide which streamline the required purchasing process to assist local government agencies in obtaining compliant Purchase of Vehicles
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5 competitive bids on supplies and materials. All cooperative purchasing contracts from BuyBoard were competitively solicited and publicly awarded by a government entity acting as the lead agency.
Under BuyBoard Cooperative Contract #724-23, which expires November 30, 2024, the City will purchase two vehicles in the total amount of $155,328.17, receiving a combined discount of $11,061.00 from the published list prices (Attachments #1-2). Once the new equipment and vehicles are received, the existing assets will be listed for sale on the public auction website in accordance with the City’s Purchasing Manual, Chapter 8, Surplus Property, Section 1: “Any and all equipment purchased with public funds shall be accounted for and disposed of in the most profitable way for the government entity.” LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $250 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $250 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $250 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $250 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from contributing more than $250 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
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5 F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Donald Covarrubias, Fleet Services Supervisor Attachments:
Attachment #1 – Rush Truck Center Quote #1
Attachment #2 – Rush Truck Center Quote #2
DPW: 370-35\cp\ev\Council\2024\052124\Purchase of Vehicles staff report.docx